Statement_of_Work.docx

STATEMENT OF WORK

1.0 BACKGROUND. The Naval Undersea Warfare Center Division, Newport (NUWCDIVNPT) has approximately 2,728 civilian employees and ~73 military personnel. A majority of the work performed is sedentary in nature. In order to promote a healthy working environment, a Wellness Program was developed to increase morale and productivity as well as to decrease work-related injuries, accidents and time off due to illness.

The Wellness Program consists of offering NUWCDIVNPT employees and military personnel a fitness center, group exercise classes and educational seminars. These employees must complete a Wellness Clearance Form in order to use the Fitness Center, which includes the equipment and group exercise classes. To date, approximately, 1,580 employees are cleared to use the Fitness Center with an average of 64 users per day.

2.0 SCOPE. The contractor shall staff and operate a Fitness Center and group exercise room in Building 80 at NUWCDIVNPT. The contractor shall provide physical fitness and health education for the Wellness Program as well as provide personal training services and develop individual fitness routines and group exercise classes to Wellness members. The contractor shall work with occupational health services and the employee assistance program to provide a well-rounded, comprehensive Wellness Program.

3.0 APPLICABLE DOCUMENTS

3.1 NUWCDIVNPT Fitness Center Rules

3.2 American College of Sports Medicine (ACSM) Fitness Testing Procedures/Guidelines

3.3 NUWC DIVISION NEWPORT INSTRUCTION 5090.3D – Hazardous Material Control Program

4.0 FITNESS CENTER SERVICES

4.1 PHYSICAL OPERATION

4.1.1 Staffing. The contractor shall provide certified fitness trainers to operate the fitness center Monday-Friday 1000-1800 (closed for the 10 Federal Holidays). All contractor personnel shall maintain current personal trainer and CPR/First Aid certification. Fitness Trainers shall wear suitable fitness attire to identify them as contractor personnel. The contractor shall ensure the fitness center remains staffed while group exercise classes are in session. At no time during the hours of 1000-1800 shall the fitness center remain unmanned.

Occasionally the fitness trainer(s) may determine he/she needs to be available for personnel early in the morning. With approval from the COR, the fitness trainer may adjust his/her hours accordingly. However, the Fitness Center must remain open, as contracted, and staffed from 1000 to 1800. Hours in addition to the 8 hours per day must stay within the total hours allocated in the contract.

4.1.2 Wellness Member Checks. The contractor shall conduct weekly badge checks in the Fitness Center and Group Exercise Rooms to ensure those using the facility are NUWCDIVNPT wellness members. The Contracting Officer’s Representative (COR) shall be notified of any non-wellness users.

4.1.3 Maintenance of Equipment. The contractor shall inspect daily the operability of the Fitness Center equipment provided as Government Furnished Equipment and act as troubleshooter when problems arise. Maintenance of the equipment shall include the lubrication of equipment on a weekly basis. Cleaners, lubricants and rags necessary for the preservation of the fitness center equipment are provided by the Government.

In accordance with Applicable Document 3.3, all chemical products must meet and follow all NUWCDIVNPT safety policies and regulations (MSDS requirements, labeling, etc.). The contractor is responsible for maintaining an up-to-date MSDS binder documenting all MSDS data for inspection purposes. The contractor shall notify the COR of any necessary maintenance or repairs. The deliverables for this work shall be Maintenance and Repair Report (CDRL A002).

4.1.4 Cleanliness. The contractor shall clean the fitness center equipment on a daily basis. Daily cleaning includes wiping equipment with a cleaner to remove sweat, scuff marks, grime, dust, etc. The contractor shall also inspect daily the Fitness Center and Group Exercise Room for cleanliness and any health/safety hazards. The contractor shall perform daily superficial cleaning of the Fitness Center and the Group Exercise Room and equipment including picking up paper cups, cans, trash, towels, and putting away weights. Cleaning solution and paper towels are provided by the Government.

4.1.5 Rules. Per Applicable Document 3.1, the contractor shall ensure internal Fitness Center rules are posted and followed. If members are not adhering to the rules the contractor shall notify the COR of repeated offenders.

4.1.6 Development and Display of Posters and Motivational Material. The contractor shall provide and ensure the display of appropriate posters and motivational material on the walls of Fitness Center and Group Exercise Room. Posters and motivational material shall be changed quarterly at a minimum. The contractor shall develop flyers, schedules and notices for use on bulletin boards and in Division publications to advertise events and encourage participation in wellness activities. The COR shall approved all publications prior to posting. The deliverables for this work shall be Quarterly Newsletter and Posting Report (CDRL A004).

4.1.7 First Aid/Responder. In the event an injury occurs in the fitness center or group exercise room, the contractor is responsible for providing first aid and following emergency procedures posted by the Government in the fitness center and aerobics room. The contractor shall notify the COR immediately by phone and confirm with an e-mail. The contractor shall provide details in the monthly Management Report. All contractor personnel shall maintain current First Aid, CPR and AED certification. All first aid supplies are the responsibility of the contractor.

4.2 FITNESS PROGRAMS

4.2.1 Assessments. The contractor shall offer each new participant (and provide regular users) an introduction/orientation to the fitness center, equipment, and group exercise class information. Upon request from Wellness Program participants with the proper wellness clearance form, using Applicable Document 3.2, the contractor shall conduct individual fitness assessments including cardiovascular function, body composition, flexibility, and muscular strength and endurance and interpret the results of the fitness assessment. The contractor shall prescribe individualized fitness programs based on the results of the assessments.

The contractor shall monitor the prescribed fitness programs and modify the programs as required. The contractor shall maintain charts on each of these individuals.

4.2.2 Group Exercise Classes. The contractor shall provide a minimum of 10, one-hour group exercise classes per week. Classes shall be suitable for all fitness levels including beginners, intermediate and advanced participants. The contractor shall provide a one-hour program between 1100 – 1300 and a one-hour program between 1600 - 1800, Monday through Friday. All group exercise instructors shall maintain current group exercise certifications and specialty certification to instruct specialty classes such as yoga, pilates, zumba, etc. All costs incurred for tangible group exercise props such as resistance bands are the responsibility of the contractor. The contractor shall provide the monthly Group Exercise Schedule to the COR for review and approval. The deliverables for this work shall be a Monthly Group Exercise Schedule (CDRL A005).

4.2.3 Incentive Programs. The contractor shall provide a minimum of four incentive programs per year. Incentive programs shall be designed to reward people for good health/exercise habits through structured competitions with self or others. Reward prizes are the responsibility of the contractor and shall be health related items such as water bottles, sweat bands, towels.

4.2.4 Lecture/Educational Seminars. The contractor shall provide a minimum of eight lecture/educational seminars per year. Presentations shall be conducted by qualified individuals between 1100-1300 and/or 1600-1800 or another time approved by the COR. Topics should be on a wide variety of wellness topics such as stress reduction, nutrition, weight control, smoke cessation, back fitness, etc. The contractor shall also participate in various NUWCDIVNPT events. Possible events are Bring Your Child to Work Day, Revitalization Fair and International Day. If handouts are provided, the contractor shall provide them to the COR for review and approval 30 days prior to the event (CDRL A007).

4.2.5 Quarterly Newsletter. The contractor shall develop a quarterly newsletter containing fitness center news, results of competitions and appropriate articles related to wellness. The newsletter shall be a minimum of two pages. The contractor shall provide the newsletter to the COR for review and approval. The deliverables for this work shall be a Quarterly Newsletter (CDRL A004).

4.2.6 Annual Health Fair. The contractor shall organize the annual NUWCDIVNPT Health Fair with exhibits and demonstrations, hands-on activities designed to provide information to employees about various aspects of wellness. This event shall include decorations, such as balloons, banners, etc. to enhance its appeal. At a minimum the health fair shall offer glaucoma, glucose and cholesterol screenings. All costs incurred are the responsibility of the contractor.

4.2.7 Annual Open House. The contractor shall organize the annual Fitness Center Open House. This event shall provide orientation to all NUWCDIVNPT employees who are interested in the Wellness Program and what programs are offered through the Wellness Program. This event shall include push up, sit up and pull up contests, blood pressure screenings (conducted by NUWCDIVNPT Occupational Health Nurses), body composition evaluations, and promotion of any current incentive programs being offered through the Wellness Program, raffles, food and refreshments. The contractor shall recommend ideas on improving the event and implement with the approval of the COR 30 days prior to the event. The deliverables for this work shall be Management Report (CDRL A003). All costs incurred are the responsibility of the contractor.

4.3 PROGRAM MANAGEMENT

4.3.1 Wellness Member Forms & Process. Upon request from NUWCDIVNPT employees, the contractor will issue Wellness Program Forms provided as GFI, for participation in the wellness program. The contractor shall review forms for completion. The contractor shall retain the original and maintain an active file of all registered wellness program participants. Wellness forms must be updated every six (6) years. The contractor shall develop and maintain an electronic data base of all wellness members with enrollment date. The contractor shall notify wellness members 3 months prior to their wellness form expiring for renewal purposes. The contractor shall provide the COR with an updated member list. This data base is the property of the Government. The deliverables for this work shall be Usage and Comparison Reports (CDRL A001).

4.3.2 Reports. Using GFI 6.3, the contractor shall provide a monthly report detailing usage, new/rejoin members, a comparison of usage by new customers with usage by rejoined members from previous years, and the number of employees taking the aerobics/exercise classes per week and per month. The deliverables for this work shall be Usage and Comparison Reports (CDRL A001).

The contractor shall provide a monthly report detailing all equipment repair and maintenance issues. The deliverables for this work shall be Maintenance and Repair Report (CDRL A002).

The contractor shall provide a monthly report detailing and reporting any management issues regarding the fitness center. The deliverables for this work shall be Management Report (CDRL A003).

The contractor shall provide a quarterly newsletter containing fitness center news, results of competitions and appropriate articles related to wellness. The deliverables for this work shall be a Quarterly Newsletter and Posting Report (CDRL A004).

The contractor shall provide a monthly Group Exercise Schedule of classes held at the fitness center. The deliverables for this work shall be a Monthly Group Exercise Schedule (CDRL A005).

4.3.3 Customer Feedback Survey. Using GFI, the contractor shall distribute customer feedback surveys in March and September. All survey results shall be provided to the COR (CDRL A0006).

5.0 MONTHLY REPORTS

The contractor shall submit Monthly Progress and Financial Reports in accordance with Clause C16, COST AND PERFORMANCE REPORTING.

6.0 GOVERNMENT FURNISHED INFORMATION (GFI)

6.1 Customer Feedback Survey

6.2 Wellness Program Forms

6.3 6.3 Card Reader Access Reports

All GFI shall be returned to the Government upon completion of the work.

7.0 QUALITY SURVEILLANCE & PERFORMANCE STANDARDS

The Government will conduct quality surveillance via various methods including periodic formal and informal meetings, review of technical reports, review of monthly progress reports, review of deliverables and a Quality Assurance Surveillance Plan (QASP). (Attachment #19 of this solicitation). The QASP sets forth the procedures and guidelines that the NUWCDIVNPT Quality Assurance Team will use to monitor and document contractor performance, identify any performance issues, communicate such issues to the contractor, document the contractor’s response, and develop data to support periodic evaluations of the contractor’s performance.

Contractor performance will also be evaluated in the areas of technical quality, responsiveness, timeliness and cost. Technical quality will be evaluated against the performance standards defined in Performance Requirements Summary Table below.

Responsiveness will be evaluated based upon the Government’s experience interacting with the contractor during performance.

Timeliness will be evaluated based on the contractor’s ability to meet CDRL schedules with minimal variance.

Cost will be evaluated based upon the contractor’s ability to manage to the negotiated cost.